All-In-Two Financial System Authorizations Functions Guide

Transcription

1 All-In-Two Financial System Authorizations Functions Guide Terry Malosh Enterprise Technology Services January 2014

2 Table of Contents The Basics:... 3 Destination Link:... 3 Login:... 3 Menu bar:... 3 Logoff:... 4 Nonactivity:... 4 The Assignments Menu:... 5 Manage Assignments... 5 Display the roles for a staff member:... 6 List staff roles for all users in the department:... 6 List staff with the same role:... 6 Display a staff member s unassigned roles:... 6 List all staff with unassigned roles:... 6 Search Results:... 7 Add New Assignment (button):... 7 Assignments by User... 8 Adding a role to existing user... 8 Adding a new user to All-in-Two... 9 Removing a User from All-in-Two Default Department: Assignments Log Basic Log search: Log files for a specific person: Log Files for a Department: Log Files for a Specific Role:

3 The Basics: Destination Link: Login: Access the Gateway Management Console via a browser, such as Internet Explorer, Safari, Mozilla Firefox or Chrome. The destination link is: To login to the Gateway Management Console, enter your UCSB Net ID and password and click on the LOGIN button (or press Enter). The message Welcome to the UCSB eprocurement GATEWAY Management Console! is displayed. If the UCSB Net ID and password are not recognized, the message The UCSBNetID and password combination could not be authenticated. Please try again is displayed. Menu bar: After a login to GATEWAY, the menu bar is displayed. For All-in-Two, only the Home and Assignments functions are available. 3

4 Note: the Operations, Administration, Accounts and Reports functions will NOT be available for All-in-Two. Logoff: To Logoff of GATEWAY, click the Logoff icon located in the upper right of the Gateway Management Console. The You have successfully logged out message is displayed. Nonactivity: After 120 minutes (2 hours) of non-activity, you will be logged off. 4

5 The Assignments Menu: To access All-in-Two functions, click the Assignments function on the Gateway Management Console. The following menu options are displayed: Manage Assignments Assignments by User Assignments Log Assignments by Role (not used by ALLN02) Manage Assignments This function is primarily used to look up and display or list All-in-Two roles (permissions). Notes: Pressing Clear button will clear all attributes and Application=Gateway is displayed. Greyed out attributes cannot be used. All searches can be customized by using additional attributes (such as Department or First Name). 5

6 Display the roles for a staff member: Assigned Status <Assigned>. Last Name<type>. Shows the roles for any staff matching that name. List staff roles for all users in the department: Assigned Status <Assigned>. Department<select>. Lists the roles for all staff in the department. List staff with the same role: Application<ALLN02>. Assigned Status <Assigned>. Department<select>. Role<select>. Display a staff member s unassigned roles: Assigned Status <Unassigned>. Department <select>. Last Name <type>. List all staff with unassigned roles: Assigned Status <Unassigned>. Department <select>. 6

7 Search Results: Search Results are displayed in a results table, right below the search filters. Add New Assignment (button): The Add New Assignment button which appears in the lower left corner can be used to assign new roles. Once clicked, the Assignments by User function is displayed. 7

8 Assignments by User This function is used primarily to assign, or, unassign All-in-Two roles (permissions). Adding a role to existing user 1. Search and Display existing roles. Click on Lookup User. User Search box opens; try a search on Last Name and/or First Name. (Other search filters such as the UCSBnetID or COMPLETE ID) can be used if you select Advanced Search Options) Select the staff member matching that name. The current assigned roles are displayed. Review the list of assigned permissions. 2. Select the Role to be added. User: <name is displayed from the search, but greyed out>. Role <select from pull-down>. Role is displayed (Note: some roles are restricted to a specific department) Department <select from pull-down>. 8

9 Department is displayed. Click Save to update the entry. Role is added to assignments for the staff member. Repeat to add any additional roles, as needed. Adding a new user to All-in-Two 1. Search and Display existing roles. Assignments by User. Click on Lookup User. User Search box opens; try a search on Last Name and/or First Name. (Other search filters such as the UCSBnetID or COMPLETE ID) can be used if you select Advanced Search Options) Select the staff member matching that name. The current assigned roles are displayed. Review the list of assigned permissions. 2. No default department, or roles, is assigned to this user. Under Default Department the message: A department-level ALLN02 assignment must be made before selecting a Default Department is displayed. Under Current Assignments, No assignments found is displayed. 9

10 3. Select a Role to be assigned. Role <select from pull-down>. Role is displayed. Department <select from pull-down>. Department is displayed. The check box Set as user s default department is checked, but greyed out. Click Save. The Role is added to assignments for the staff member. The Default Department has been set. Repeat for assigning other additional roles, as needed. Removing a User from All-in-Two 1. Search and Display existing roles. Assignments by User. Click on Lookup User. User Search box opens; try a search on Last Name and/or First Name. (Other search filters such as the UCSBnetID or COMPLETE ID) can be used if you select Advanced Search Options) 10

11 Select the staff member matching that name. The current assigned roles are displayed. Review the list of assigned permissions 2. Unassign the user from each role by clicking on Unassign. A dialog box will be displayed with the message Are you sure you want to Unassign ; click OK to unassign. When all assignments have been removed, No assignments found is displayed. After the last role is unassigned for all departments, the default department is removed. Default Department: A default department is required for all users of All-in-Two. When you as the DSA add a new user to All-in-Two, your department becomes their default. Note: The default department can be changed by any DSA by clicking on Change Default Department. 11

12 Assignments Log Log files are created whenever an update is made to user roles. You can do a basic log search, or can customize log searches by selecting Department, Name, Role, or other attributes. In addition, Log files can be exported to a comma delimited file (CSV). Basic Log search: Application<ALLN02>. Date Range:<click and select dates>. Log files for a specific person: Application<ALLN02>. Date Range:<click and select dates>. Last Name: <type in Last Name>. Log Files for a Department: Application<ALLN02>. Date Range:<click and select dates>. Department:<pull down and select>. Log Files for a Specific Role: Application<ALLN02>. Date Range:<click and select dates>. Role:<click and select role>. Other attributes that might be used for searches include Update Type (Assign, Unassign) and Updated By (the UCSBnetID of the person who made a change). 12